Add a Client Payment (That Staff Will Allocate Later)

Learn the different places where administrative staff can add client payments that billing staff will allocate later.

Appointment Window

1. Go to the Appointments Module. 
2. Locate the client's appointment and double click to open the appointment window.
    

   

3. Click add next to This link creates an actual payment. 
   • A Payment window will open.
      

     

4. Date Posted: Will default to today's date. 
5. Reference: Enter a check number, EFT #, anything that will identify this payment.
6. Type: Select the Type of payment.
7. Payer: Select the appropriate payer.
   • If the client is paying towards a copay, coinsurance or deductible, leave the payer as Copay, Coinsurance, Deductible.
   • If the client is a private pay, select that payer from the drop-down.
8. Amount Received: Enter the full amount of the payment.
9. Notes: This is optional.
   • If a client payment is made for a more than one client in a family (i.e. husband and wife), such as $40 for two $20 copays, and that payment should be split between the two clients, we recommend either using the Notes field to indicate which amount should be applied to each client. Or creating two separate payments, one under each client and using the Notes field to indicate which full amount check the payment was originally from.
10. To complete payment:
    • If you are using an integrated electronic payment partner, follow the instructions for processing a payment with your partner:
      • CMS: Use Electronic Client Payment
      • Vantage: Process an Electronic Client Payment with Vantage Payments 
    • If you are not using the Electronic Client Payment tool, click Save.
      • A receipt window will open.
11. Print the receipt for your client.
    • Close the receipt window.

Clients Module

1. 1. Go to the Clients Module.
   2. Double click on the client's name to open the client record.
   3. Click on the add payment link on the right side of this window. 
      • A Payment window will open.
         

        

         
   4. Date Posted: Will default to today's date.
   5. Reference: Enter a check number, EFT #, anything that will identify this payment.
   6. Type: Select the Type of payment.
   7. Payer: Select the appropriate payer.
      • If the client is paying towards a copay, coinsurance or deductible, leave the payer as Copay, Coinsurance, Deductible.
      • If the client is a private pay, select that payer from the drop-down.
   8. Amount Received: Enter the full amount of the payment.
   9. Notes: This is optional.
   10. To complete payment...
       • If you are not using the Electronic Client Payment tool, click Save.
       • If you are using an integrated electronic payment partner, follow the instructions for processing a payment with your partner:
         • CMS: Use Electronic Client Payment
         • Vantage: Process an Electronic Client Payment with Vantage Payments
       • A receipt window will open.
   11. Print the receipt for your client.
       • Close the receipt window.

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